Position Title: Administrative Assistant

Reports To: Associate Director

Team: Jersey City

Job Location: Jersey City - Hybrid

Grade Level: 4

Compensation: $41,650 - $49,000

FLSA & Non-Exempt

Introduction

Church World Service (CWS) is a not-for-profit organization working to eradicate hunger and poverty and to promote peace and justice around the world. CWS does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity, religion, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

Church World Service in Jersey City is seeking an Administrative Assistant that is highly organized, accurate, an effective communicator, and detail-oriented provide support for administrative tasks related to our Ukrainian Assistance. CWS Jersey City is undergoing rapid growth and so we seek someone who is entrepreneurial and comfortable with change. This is a great opportunity to work with staff on a wide range of tasks and projects to help the office to be more efficient and run smoothly. This role will report to the Associate Director and work with staff across the department.

Duties/Responsibilities:

• Respond to mail, correspondence, and messages from staff, clients, and their sponsors
• Maintain shared calendars and organize team meetings
• Provide administrative support, such as logistics for meetings, events, etc.
• Coordinate electronic files and SharePoint site
• Review, reconcile and keep track of financial records, invoices and billing files
• Create a system for tracking and collecting related metrics and reporting.
• Assist with developing outreach materials in line with CWS branding guidelines.
• Answer general program eligibility questions for potential clients.
• Support team growth by scheduling interviews, updating CWS Jersey City’s operations team about new hires, and following up with relevant departments to ensure new hires receive equipment prior to their start date.
• Other duties as assigned

Qualifications:

• Proficiency in Microsoft Office (Word, Excel, and PowerPoint)
• Ability to handle confidential and sensitive information
• Excellent verbal and written communication skills
• Great teammate who thrives in a fast-paced environment
• Flexible and adapts to change
• Strong collaboration, organizational, decision-making and multi-tasking skills
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• High School Diploma (some higher education preferred)
• Minimum of 2 years of administrative experience preferred
• Background and credit check required
• Ukrainian or Russian language proficiency is preferred

Special Requirements:

• CWS’ U.S. COVID-19 Vaccination Policy requires all new staff to provide proof of COVID-19 vaccination as soon as reasonable, no longer than 60 days of employment. Any employee who is pregnant, who is nursing, who has a disability, or who has a medical condition that prevents them from safe vaccination, or who rejects vaccination because of sincerely held religious beliefs, may contact the CWS Benefits Administrator to request reasonable accommodation as defined by the Equal Employment Opportunity Commission (EEOC).
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

CWS offers a competitive benefits package that includes:

• 403 (b) Retirement Plan
• Medical, Dental and Vision Insurance
• Paid Time Off
• Life Insurance and AD&D
• Long Term and Short Term Disability
• Employee Assistance Program (EAP)
• Health Savings Account
• Flexible Spending Accounts
• Commuter Benefits